Human Capital Management
Paula Varnes Fussell,
Vice President,
Human Resource Services
October 17, 2013
HR Resources
• Human Resource Services’ Website
http://www.hr.ufl.edu/
• GatorResources page
• Benefit and Retirement Tutorials
• Employee Information Guide
• InfoGator - Monthly newsletter
• Biweekly paycheck notification
• Human Resources’ Office-903 W. University Ave
Agenda
• Baby Gator Child Development & Research
Center
• Benefits, Retirement and Leave
• Classification and Compensation
• Equity and Diversity (EEO and Title IX Officer)
• Employee Relations
• Recruitment and Staffing (academic
personnel, employment and immigration
services)
• Privacy Office
• Training and Organizational Development
Baby Gator Child Development
and Research Center
Pam Pallas, Director
Three locations:
• Newell Drive, Lake Alice, and PK Yonge
Enrollment:
• ~310 children enrolled
• Over 300 on the waiting list
Center for Excellence in Early Childhood Studies
(COM, COE, BG and others)
Benefits, Retirement and Leave
• New hires, retirees, employees leaving
the university, leave of absences
• Health Insurance, voluntary benefits
• Three retirement plans for faculty and
staff
• FICA Alternative for
OPS/Temporary/Residents
• Vacation, sick, personal leave by salary
plan
Holidays 2013
• Wednesday, November 27th – Classes
Cancelled, University open
• Tuesday, December 24th – University open
• Encourage supervisors to approve employee
requests for vacation leave for days around
holidays
Open Enrollment 2013
Reminders for Fall 2013
Open Enrollment
• Open Enrollment Period from 10/21 – 11/8*
• (University closed 11/8 – complete by 11/7)
• Benefits Fair 10/30 @ the Touchdown Terrace 93 pm
• Keep address current in the myUFL portal
• For state plans – mailing address and dependent
data will need to be validated in the People First
system to complete your open enrollment
change
Benefits Assistance
•
Plans
•
•
•
•
University Benefits
392-2477
PPD
392-2333
IFAS
392-4777
Health Science Center
392-3786
Or email benefits@ufl.edu
Retirement Assistance
• University Retirement
392-2477
• Or email retirement@ufl.edu
Health Science Center Clinical Faculty
•
Clinical Faculty will be enrolled in HSC college benefit plans such as
Health, Life, Accident and Long term disability.
•
Other State/UF supplemental plans are also available through the
main Benefits office at 392-2477.
•
Contact your College representative:
•
Brian Berryman Medicine-Gainesville
(352) 273-5077
•
Nia Turner
Medicine-Jacksonville
(904) 244-8531
•
TBD
Dentistry
(352) 273-5786
Important Benefit Reminders
• New Hires
 60 days from the date of hire to enroll in
benefits (Generally coverage for most plans
begin on the 1st day of the month AFTER
enrollment. Some plans will vary.)
• Annual Enrollment (Benefits Only)
 Scheduled from October 21 through
November 8, 2013
 Enroll/cancel/change with an effective date
of January 1 of the following year
Benefit Plans
We offer a comprehensive package to meet
your needs (State and University supplemental
plans)
• Health (multiple plan designs, including
domestic partner)
• Dental (multiple options)
• Life (3 life plans – 2 employee only & 1
family plan)
• Disability (Long & Short term plans)
• Accident
• LifeEvents with Long Term Care benefit
• Hospital & Cancer plans
• Legal & Pet Insurance plans
Benefit Plans
State sponsored plans- Are a set of benefits
managed by the state of Florida’s 3rd party
administrator (PeopleFirst)
AND
UF sponsored plans (UFSelect and GatorCare) –
Are a set of benefits managed by UF’s 3rd party
administrators (FBMC, Florida Blue and Magellan
Pharmacy Solutions)
State & UF Third Party
Administrators
People First (state) and FBMC (UF) in general are
responsible for:
• Communications/Correspondence
• Enrollments
• Qualifying Status Changes (QSC)
• Dependent eligibility
• COBRA
• Open Enrollment
• Premium Administration
Watch for your benefit mailings…. Do not throw them
away!!
Important Reminders
Qualifying Status Change Events
•
Major “life or work events”
•
You must make changes within 60 days
of the event
•
Changes must be consistent with the
event and may require additional
documentation
Examples of Qualifying Status
Change Events
• Marriage/Divorce
• Birth/Adoption (even if you already have family
coverage)
• Change in dependent’s eligibility
• Change in employment status of employee
or spouse (part-time, leave of absence, etc.)
• Loss of other insurance coverage
If you’re uncertain whether an event allows
a change to your benefits, always contact the UF HR
Benefits Office for guidance
UF Retirement Plans
• FRS Pension Plan
• FRS Investment Plan
• SUS Optional Retirement
Program
UF Retirement Plans
FRS Pension Plan
• Defined benefit plan
• Eight-year vesting requirement
• 3% employee contribution required
• Employee will default to this plan if an
ORP election is not made within 90
days
UF Retirement Plans
FRS Investment Plan
• Defined contribution plan
• One-year vesting requirement
•
6.3% of gross eligible earnings
deposited to your retirement account
 Includes 3% employee contribution
UF Retirement Plans
SUS Optional Retirement Program
• Immediate vesting
• 403(b) tax-sheltered plan
• 8.14% of gross eligible salary
deposited to your retirement account
- Includes 3% employee contribution
• Allows additional voluntary
contributions through plan
• Health Science Center faculty
required to participate
Some Key Differences
Supplemental Plans
(Employee Contributions)
• UF 403(b)
 Traditional (tax-deferred)
 Roth (after-tax)
• State of Florida Deferred
Compensation (457)
Sick Leave Pool Open
Enrollment October 1-31
Eligibility:
• Minimum balance of 64 hours of accrued sick
leave
• Contribution of 8 hours of sick leave upon
enrollment in pool
• Balance, contribution pro-rated based on FTE
• Applications must be received in Leave
Administration by 5 p.m., Wednesday, October 31
• Information and forms
•
http://www.hr.ufl.edu/leave/sickleavepool/default.asp
Contact Leave Administration at 392-2477 with
questions
FMLA
Family and Medical Leave Act
What Is the FMLA?
• Federal law designed to protect
employees when leave is required due
to:
– Serious medical situations/serious health
condition of employee, parent, spouse, or
child
– Birth or adoption of a child
– Foster care
– Military Family Leave and other updates in
2008
Under the FMLA . . .
• All USPS, TEAMS, and salaried faculty
are eligible
– OPS employees, upon meeting criteria,
have protection as well
• 12 workweek “entitlement” in the fiscal
year (or 480 hours)
– Prorated for part-time employees (OPS1,250 hours per year to be eligible)
FMLA Entitlement
• Leave must be approved unless FMLA
entitlement has been met
• No additional paid leave is accrued
under the FMLA
– It is a designation associated with accrued
vacation, sick, or leave without pay
• Accurate record keeping is essential
UF Policy (Extensions)
• Parental leave
– UF policy grants 6 months - new program to
advance 6 weeks of leave – faculty and staff
• Medical leave
– For self or immediate family
• Immediate family
– Spouse, domestic partner, greatgrandparents, grandparents, parents,
brothers, sisters, children, and grandchildren
of employee and spouse or domestic partner
(“Step” relations are also included)
Classification and
Compensation
UF Employment Groups
Staff Appointments:
• TEAMS (~7,100)
– Technical, Executive, Administrative, and
Managerial Support
• USPS (~1,100)
– University Support Personnel System
– No new USPS after 1/7/03
• OPS
– Other Personnel Services/Temporary
UF Employment Groups
Faculty Appointments:
• Salaried Faculty (~4,900)
• Adjunct Faculty (OPS/Temporary)
Other Appointments:
• Residents
• Fellows
– Pre- and Post-Doctoral
UF Employment Groups
Student Appointments:
• Student OPS
• Graduate Assistants
Staff Classification and
Compensation Framework
• Designed to help ensure that staff
positions similar in duties and
responsibilities are grouped
together
• Facilitates administration of funds
allocated for wages and salaries in
an equitable and legal manner
Reclassifications?
• When there is a significant change in the
duties assigned to a position, a
reclassification should be requested
– Focus on duties and responsibilities
assigned to a position, rather than the
individual occupying the position
– The employee should already be
performing the work
In General …
• HRS can provide information related to:
– What’s the average pay on campus for a
particular classification?
– What’s an appropriate range to use when
advertising a vacancy that takes into
account appropriate market data?
– What’s an appropriate amount for a Special
Pay Increase, or SPI – market, counter-offer,
additional duties (temporary or
permanent)?
Fair Labor Standards Act (FLSA)
originally
1938 (updated in 2002)
Fair Labor Standards Act
• Prescribes standards for wages and
overtime pay that affect most private
and public employment
• Requires employers to pay covered
employees (non-exempt)
– Overtime pay of one and one-half times the
regular rate of pay
– At least the federal minimum wage
Fair Labor Standards Act
• Non-exempt - (hourly)
– Not exempt from the FLSA
– Must be compensated for hours worked
over 40/workweek with overtime (1.5)
– UF’s workweek: Friday–Thursday
– NOT calculated on biweekly period
• “Exempt”
– Exempt from, or not covered by, the
provisions of the FLSA
Overtime
• Overtime compensation for USPS/TEAMS
is provided either as pay or accrued
compensatory leave
– Both calculated at 1.5
– Employees cannot volunteer for their own
job
• In the event of a disagreement between
payment and compensatory leave
accrual, it’s the employee’s choice
Overtime
• Even unauthorized overtime must be
compensated if worked
• NOTE: OPS employees must be paid for
overtime worked
Minimum Wage
• Federal - $7.25/hour
• State of Florida (Student and OPS) $7.79/hour (effective January 1,
2013)
• UF Staff Employees - $10.00/hour
Equity & Diversity
How Federal Laws Affect
Employment Decisions
Federal Laws
• Title VII of the Civil Rights Act of 1964,
as amended, and CRA of 1991
• Age Discrimination in Employment Act
(ADEA) of 1967, as amended
• Americans with Disabilities Act (ADA)
Federal Laws
•
•
•
•
•
Equal Pay Act of 1963, as amended
Veterans Readjustment Act of 1974
Pregnancy Discrimination Act
Immigration Reform and Control Act
Executive Order 11246 from 1960’s
(Affirmative Action Plans) - Office of
Federal Contract Compliance Programs
(OFCCP)
Affect All
Employment Practices
•
•
•
•
•
•
•
Hiring
Promoting
Training
Disciplining
Providing benefits
Firing
Layoffs
Non-Discrimination
•
•
•
•
•
•
•
Age
Race
Color
Religion
Pregnancy
Veteran status
Genetic
Information
•
•
•
•
•
Sex
Disability
National origin
Marital status
UF policy added
sexual orientation,
gender identity and
expression
It’s Illegal to . . .
• Refuse to hire or pay based on sex, age,
race, or disability
• Make employment decisions based on
appearance, accent, religion or ethnic
background
• Discriminate based on citizenship status
Institutional Equity and
Diversity
• The University promotes and integrates the principles
of equal opportunity, nondiscrimination and
excellence through diversity.
• It is the policy of the University of Florida to provide
an educational and working environment for its
students, faculty, and staff that is free from
discrimination and sexual harassment.
http://www.hr.ufl.edu/publications/eeo_harassment_
brochure.pdf
• To this end, every new employee is expected to
complete the online Preventing Sexual Harassment
training within 30 days of hire.
Navigation: My Self Service > Training and
Development > Preventing Sexual Harassment
Protection of Vulnerable Persons Law
• On October 1, 2012, a state law went into effect
that requires a state university ADMINISTRATOR,
to report known or suspected child abuse, neglect
or abandonment (including physical, sexual
and/or emotional abuse) that occurred on
university property or at a university sponsored
event directly to the Department for Children and
Families (“DCF”) via the Florida Abuse Hotline at
(800) 962-2873 or via myflfamilies.com. Children
are people (including students and others) under
18 years old.
• Definition of administrators and training on HRS
web site under policies
http://www.hr.ufl.edu/policies/policies.asp#abuse
President’s Council on Diversity
• Chaired by Director of Equity and
Diversity (Amelia Luisa Dempere)
• Representatives from campus and
Gainesville community
• UF’s Diversity Action Plan
• Additional information:
http://www.hr.ufl.edu/eeo/diversity.htm
Recruitment and Staffing
Recruitment and Staffing
•
•
•
•
Criminal Background Checks
E-Verify
Immigration Services
Rehired Retirees
Criminal Background Checks
for Employees
Criminal Background Checks
• To foster and maintain safety and
security of students, faculty, and staff
• Already performed for many hires
• Began 2011 for all new hires and many
transfers
• Excludes temporary employees (OPS)
unless legally required (Federal or
State).
Criminal Background Checks
• Cost of background check paid from
central funds, including those for
existing employees funded by
departments.
• Coordinate through UF Human Resource
Services Recruitment and Staffing.
• Form http://www.hr.ufl.edu/recruitment/forms/bac
kground_screening_form.pdf
E-Verify
• An employment eligibility verification
system operated by the U.S.
Department of Homeland Security
• Implemented January 2010
• Continues to be updated by Homeland
Security
What does E-Verify Mean
to UF?
• All employees, including adjunct faculty
and graduate assistants, must sign the I-9
ON OR BEFORE the first day of
employment.
• All employees must produce documents
proving authorization to work in U.S by the
end of the third day of work.
• Hires must be entered into the UF payroll
system, which is now connected to E-Verify,
by the end of the third workday.
What does E-Verify
Mean to UF?
• Penalties for not complying with EVerify within 3 days of the hire
include fines and loss of federal
funding.
• By law, employees who do not
produce documents by the end of
the third business day are not
eligible to return to work and must
be terminated.
Immigration Compliance Services (ICS)
• ICS provides administrative support services to
departments/centers and foreign nationals as they relate to
processes associated with sponsorship of exchange visitors,
temporary workers and employment-based permanent
residents.
• Nonimmigrant Workers
(H-1B, TN, O-1, E-3)
Foreign national employees with an educational background
which meets the qualifications for a “specialty occupation”
with the intent to either return to a place of residence abroad
or remain in the U.S. permanently.
• Employment Based Permanent Resident Status
Foreign national employees whose employment conditions
meet federal and University requirements for sponsorship
under an immigrant classification, which allows the employee
to adjust status to one which permits one to reside and work.
• http://www.hr.ufl.edu/ics/index.html
Rehired Retirees
• New state and university requirements
• State guideline
https://www.rol.frs.state.fl.us/forms/reminder.pdf
• UF form
http://www.hr.ufl.edu/recruitment/forms/rehire_request.pdf
TEAMS Appointments
TEAMS Appointments
• “New to UF” staff hires:
– TEAMS non-exempt (hourly)
 Serve six-month probationary period
 Then issued annual appointment
– TEAMS exempt
 Department should issue six-month initial
appointment
 Then issued annual appointment
TEAMS Appointments
• Internal candidate
– May be USPS or TEAMS (employee brings
current status) unless position is TEAMS
only
– USPS employee will serve six-month
probationary period if never been in
classification
– TEAMS issued annual appointment—no
probationary periods—if employee has
completed initial 6 months at UF
Non-Reappointments
• Hired after June 30, 2005:
– Three months notice
• Hired before June 30, 2005:
– Six months notice
• Does not apply if serving a probationary
period
• Employees may apply for other jobs on
campus
Time-Limited Positions
• When possible, employees are provided
a minimum of 45 days’ notice in the
event funding is being eliminated
• Time-limited provisions in appointment
letter take precedence over
appointment and non-reappointment
requirements
Employee Relations
Staff Performance
Appraisals
UF’s performance appraisal system is
designed to improve communication
between supervisors and employees
Performance Appraisals for Staff
• Exempt staff: Evaluated by supervisor via
a narrative letter and form in March each
year
• Non-exempt staff are evaluated via a
form, using a set of established ratings
– Exceeds, Above Average, Achieves,
Minimally Achieves, Below Performance
Standards
Types for Non-exempt Staff
• Probationary
– Typically completed during an
employee’s sixth month
• Annual
– In March of each year—unless another
appraisal was completed within the last
60 days
– Next evaluation period:
March 1, 2013-February 28, 2014
• Signed form returned to HR by March 31
Other UF Staff Appraisals
• “Special” appraisals
– Covers evaluation for period of 60 days to 6
months
– Notes changes in performance
• Best practice
– Please contact HR satellite office if you
believe a special appraisal is warranted or
when there are overall performance
concerns
Labor Relations at UF
Union Representation
•
•
•
•
AFSCME – Staff USPS (1,000)
GAU – Graduate Assistants (4,500)
PBA –Police Benevolent Association (69)
UFF – United Faculty of Florida (1,650)
Collective Bargaining
Agreements/Contracts
•
•
•
•
Define working conditions
Drive salary increases
Provide grievance procedures
Typically three years in duration,
with reopeners
Discipline
UF encourages all staff members to
contribute to a positive and productive
work environment
Progressive Discipline
•
•
•
•
Oral reprimand
Written reprimand
Suspension
Dismissal
Appealable Actions
• Predetermination Conference
• Option to Arbitrate
Complaints & Grievances
• Various options for faculty and staff
• Includes internal and external reviews
• UF Regulations
http://regulations.ufl.edu/chapter3/
• Union Contracts
http://www.hr.ufl.edu/labor-relations/default.asp
• Non-reappointments/Non-renewals
– Not considered disciplinary
Privacy Office
UF Privacy Office
• Dedicated to preventing unauthorized
access to information, maintaining the
accuracy of information, and ensuring
the appropriate use of information.
• Strive to put in place appropriate
physical, electronic, and managerial
safeguards to secure the information
collected in all formats.
• Susan Blair, UF Chief Privacy Officer
• http://privacy.ufl.edu/
Training & Organizational
Development
Training and Organizational
Development
Leadership Development:
• UF management/leadership competency
model
– “Managing at UF” curriculum supports
competency development
• 360-degree assessment available
– Year-long leadership programs:
• Advanced Leadership for Academics and
Professionals program
• UF Academy (emerging leaders)
Training and Organizational
Development
•
•
•
•
•
•
Training – business and compliance
Education Benefits
Awards Programs
Strategic planning and retreat facilitation
Managerial coaching
Visit www.hr.ufl.edu/training
HR Resources Are Available
• Jodi Gentry, Assistant Vice President
• Melissa Curry, Director for
Recruitment and Staffing
• Kim Czaplewski, Director for
Employee Relations
• Mark Hollis, Director for Benefits
Leave and Retirement
• Elnora Mitchell, Title IX Officer, EEO
• Bob Parks, Director for Training &
Organizational Development
Questions?